Corporate Facilities Manager at Cipla

Job Purpose:

Manage all aspects of physical security and protection for all buildings and grounds of Cipla Medpro assets against loss or damage, pro-active management of the Companies fleet by managing documentation of all Health & Safety related issues, procure all office consumables by advising on energy efficiency and cost-effectiveness, preventative and actual maintenance as well as project management of all new initiatives and with respect to any office changes in order to provide suitable working conditions for all Cipla Medpro employees.

Key Accountabilities:

Accountability Cluster

• Manage the physical security for all the offices of CIPLA Medpro by putting in place effective controls and resources in order to ensure security and protection to the assets of the organisation
  • Allocate appropriate resources efficiently to the key areas of work in order to ensure that priorities are always covered adequately
  • Draft and update the corporate security policy on a timely basis (SOP) 
  • Ensure physical security is delivered to all on site customers and it is within Cipla Medpro’s corporate security policy
  • Maintain the Security Operations Manual up to date for use by all on site security personnel in order to cover duties, individual instructions for each post; attendance; use of security equipment; dress standard; training etc.
  • Assist The Chief Operations Officer in implementing security as a core business function to be adopted by the whole office, keeping physical security measures under constant review to ensure they are adequate to meet current threats to business, evaluate changes, showing advantages and disadvantages, costs etc.
  • Initiate all security clearances and maintain appropriate records
  • Undertake security surveys, security risk assessments, security investigations, draft relevant policies &  procedures and compile security reports on a timely basis
  • Activate and de-activate timeously all access to staff resignations as formally notified by HR
  • Represent security on any relevant project workgroups and any off-site projects on a timely basis
  • Coordinate the protection of the CEO, Directors and VIP visitors
• Plan and organise the facilities Maintenance operations on a timely basis in order to ensure smooth running of the facilities at all times
  • Plan, organise and supervise the facilities maintenance operations in all aspects in order to ensure smooth running
  • Coordinate, assign, direct, daily, weekly, monthly, yearly schedules to the respective people in order to set duties right
  • Establish job priorities and time frames for Maintenance Staff and tasks(both internally & externally)
  • Supervise ad co-ordinate all repairs of all Electrical systems for uninterrupted performance of equipment
  • Monitor completion of job assignments through frequent field observation and inspections in order  to ensure compliance with standards and instruction and revises instructions and time frames as necessary
  • Train employees on equipment, task procedures, work standards and proper safety procedures
  • Ensure that all facilities and equipment complies with Health &Safety requirements
  • Schedule and supervise maintenance activities, including work performed by contractors or subcontractors
  • Create and develop documents and manage execution of all related issues in order to ensure maintenance of projects both existing and new.
  • Develop specifications and make recommendations on capital equipment purchases
  • Supervise maintenance and servicing of equipment on a timely basis
  • Determine need for outside contractors to be involved in Maintenance projects
  • Liaise with relevant landlords/body corporates.
  • Maintain appropriate documentation of maintenance schedules, equipment installations, structural repairs and work orders and other operating reports for each facility and or location
  • Manage maintenance budget including monitoring inventory and expenses
  • Draft/update/adhere to corporate maintenance policy (SOP)
  • Perform other related tasks and duties as assigned
• Develop, manage and oversee the Corporate Health & Safety aspects in the business to ensure a safe working environment for all employees
  • Organize regular evacuation drills, monthly reports, facilitate and feedback regarding success/key learnings.    
  • Service, testing and maintenance of all fire related equipment 
  • Manage & monitor the Facilities Budget on a monthly basis and provide monthly report to relevant manager
  • Renegotiate annual contracts &  benchmark prices on a regular basis
  • Manage & maintain existing relationships with relevant role players

Skills & Knowledge:

Educational qualifications:

• Matric (Senior Certificate)
• Qualification in Facilities Management is advantageous  

Relevant experience:

• At least three to five-years’ experience in managing, facilities, security, property, staff, projects and related industries